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Gonzaga University

Shares their journey in automating

Travel & Expense

Tim Martino, Concur – Sr. Security & Technology Consultant

Linda Wilson, Gonzaga – Financial Systems & Services Manager

Jennifer Frame, Gonzaga – ZAGS T&E and Credit Card Administrator

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Today’s Speakers

Tim Martino Linda Wilson Jennifer Frame

ConcurSr. Security & Technology Consultant

Gonzaga UniversityZAGS T&E and Credit Card Administrator

Gonzaga UniversityFinancial Systems & Services Manager

Exploring Travel & Expense

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SecureConnected Accessible

The Basics

Poll Question

Which ERP system do you use….

A. PeopleSoft

B. Banner

C. Colleague

D. Workday

E. Other

F. What is an ERP?

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ERP

HR System

Payroll System

Credit Cards

Connected

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Commitment to Higher Education

All data, March 2016

Dedicated Team of

30+

Higher Ed Advisory Board

Tailored Product/ServiceDevelopment

Higher Ed Customers

400+

HEADLINE COPY

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GONZAGA UNIVERISTY OFFERS…An exemplary education that develops every student’s

intellectual skills, imaginative capacities and ability to innovate.

SO OUR GRADUATES BECOME…Courageous leaders who shape and serve their professions

and communities for the good of all..

Established in 1887

7,400 +

undergraduate and graduate students

880

staff members

734

faculty members

Deciding to Automate Expense

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About Us - Prior to Concur

1,000 Monthly Expense Reports

Submitters: Faculty, Staff & Students

7+ Days to Process Reimbursements

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Paper Based Process

RequesterAccounts

Payable

Opened

Mail

Approver

Mail

Room

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Time for Change

Making the Decision

Building the Business

Case

Switching from Expense

to T&E

Choosing a T&E Solution

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ERP Integration

Credit Card Integration

Supported In-Office

Low IT Involvement

Travel Management Integration

User Friendly

What We Wanted –

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Considerations –

ERP Travel & Expense Module:

Expense Component Only

Travel Not Fully Developed

ERP P-card Module:

Not robust enough for transactions

to flow into expense

Implementation Experience

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Purchase Concur

Completed Implementation

Pilot Group Initiated Optimization Assessment

Our Implementation Journey

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Initial Implementation

Robust

Project

Management

Integrated

Seamlessly

with ERP

Simple

Connection

to Credit

Cards

Utilized by

Staff and

Student

Employees

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Optimization

Request

Risk Messaging

Service Admin Elite

Managed Reporting

Benefits of Concur

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User

Experience

In-house

Administration

Save Money Sustainability

Fast Expense

Processing

Integration

Mobile App

Customizable Configuration

Quicker Reimbursements

Greater Visibility

Branded Concur

Banner

Credit Cards

Reimbursement Payments

Travel Management Company

Duty of Care (Risk Messaging)

Reduced IT Resources

Customizable Configuration

Single Sign-on

Standard Accounting Extract (SAE)

Delivered Workflow

Lower Administration Cost

Travel Vendor Savings

Better Spend Insight

Increased Credit Card Rebate

Reduced Paper

Expense Report & Receipt Storage

“Concur Travel &

Expense has delivered

on everything we

wanted in a solution”

Why We Concur

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Concur | Higher Ed Vertical Evolution

Dedicated Team

Advisory Board

Product & Service

Enhancements

User Groups

Continued Investment

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Advanced Training

Opportunities

Reporting & Analytics

Superior Configuration

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Opportunity to Network with Peers

Share Ideas & Learn from Other Universities:

Fusion Annual Conference

CHELF - (Concur Higher Ed Leadership Forum)

LinkedIn User Group

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“We appreciate that Concur provides

consulting to support our Travel & Expense

initiatives on campus.”

Our Process Today

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Update – Process with Concur

700 – 800 Monthly Expense Reports

Built-In Policies & Increased Compliance

Processing time down to 3.7 days

3.7 Days to Process Reimbursements

22% reduction in expense reports processed

The Road Ahead

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3-Phase Project

T&E Office Advisory GroupsFaculty Needs

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Up Next: Automating Invoice

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Q&A

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Thank you!

First: Travel & Expense Office

Implement

Concur Risk

Messaging

Implement

Comprehensive

Traveler Duty of

Care Program

Second: Meeting Faculty Needs

Third: Consult Advisory Group